Administrative Assistant

ESSENTIAL ANGEL CARE LLC; Norfolk (VA); On-site; USD 21,000 - 30,000; Part time

Benefits offered by this job

Opportunity for advancement

Training & development

Wellness resources

Competitive hourly pay

Job summary

Essential Angel Care LLC is seeking an organized Administrative Assistant to support daily operations in Suffolk, VA. This part-time, hourly role involves client intake, caregiver onboarding, scheduling, record management, and office coordination to keep the agency compliant and efficient.

Ideal candidates have at least 2 years of admin or office support experience, strong communication skills, and proficiency in Microsoft Office. HIPAA compliance and confidentiality are essential in this role.

Qualifications

• High school diploma or GED required.
• At least 2 years of administrative or office support experience.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to maintain confidentiality and comply with HIPAA.

Responsibilities

• Answer and direct incoming phone calls and emails professionally.
• Assist with new client intake and maintain accurate client records.
• Coordinate caregiver schedules and assist with staffing needs.
• Prepare onboarding paperwork for new employees.
• Maintain personnel and client files in accordance with HIPAA and agency policies.
• Assist with payroll preparation and timesheet collection.
• Order office supplies and maintain office organization.
• Prepare reports, letters, and other administrative documents.
• Assist with compliance documentation for state regulations and agency accreditation.
• Schedule meetings, interviews, and training sessions.
• Communicate with clients, families, caregivers, and community partners.
• Provide general administrative support to agency leadership.

Skills

Organization

Communication

Customer Service

Time Management

Attention to Detail

Problem Solving

Data Entry

Scheduling

Record Management

Multitasking

Professionalism

Education

High school diploma or GED

Associate's degree in Business Administration or Healthcare Administration

Tools

Microsoft Office

EMR/EHR systems

Job description

Benefits:

• Opportunity for advancement
• Training & development
• Wellness resources

Location:

Suffolk, VA (Serving the Hampton Roads Area)

Job Type:

Part-Time | Hourly

Pay:

(Based on Experience)

About Essential Angel Care

Essential Angel Care is a compassionate home care agency dedicated to providing dependable, high-quality in-home care that promotes independence, dignity, and peace of mind. We are committed to delivering exceptional service while building meaningful relationships with our clients, families, and healthcare partners.

As our agency continues to grow, we are looking for an organized and motivated Administrative Assistant to support daily operations and help maintain a professional, compliant, and efficient office.

Position Summary

The Administrative Assistant will provide administrative and operational support to ensure the agency functions efficiently and remains compliant with state regulations. This individual will assist with scheduling, client intake, caregiver onboarding, record management, communication, and other administrative duties while helping support the continued growth of Essential Angel Care.

Essential Responsibilities

• Answer and direct incoming phone calls and emails professionally.
• Assist with new client intake and maintain accurate client records.
• Coordinate caregiver schedules and assist with staffing needs.
• Prepare onboarding paperwork for new employees.
• Maintain personnel and client files in accordance with HIPAA and agency policies.
• Assist with payroll preparation and timesheet collection.
• Order office supplies and maintain office organization.
• Prepare reports, letters, and other administrative documents.
• Assist with compliance documentation for state regulations and agency accreditation.
• Schedule meetings, interviews, and training sessions.
• Communicate with clients, families, caregivers, and community partners.
• Provide general administrative support to agency leadership.

Qualifications

Required

• High school diploma or GED.
• At least 2 years of administrative or office support experience.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to maintain confidentiality and comply with HIPAA.
• Ability to work independently and manage multiple priorities.

Preferred

• Experience in healthcare, home care, or medical office administration.
• Scheduling or staffing experience.
• Experience with electronic medical records (EMR/EHR) or scheduling software.
• Knowledge of Virginia healthcare regulations.
• Associate's degree in Business Administration, Healthcare Administration, or a related field.

Skills

• Organization
• Communication
• Customer Service
• Time Management
• Attention to Detail
• Problem Solving
• Microsoft Office
• Data Entry
• Scheduling
• Record Management
• Multitasking
• Professionalism

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Ability to lift up to 20 pounds.
• Ability to use a computer and standard office equipment for extended periods.

Benefits

• Competitive Hourly Pay
• Flexible Scheduling
• Professional Development Opportunities
• Supportive Team Environment
• Opportunity for Career Growth
• Meaningful Work Serving the Community

Why Join Essential Angel Care?

At Essential Angel Care, we believe compassionate care begins with a strong, organized team. As our Administrative Assistant, you'll play a key role in supporting our caregivers, clients, and leadership while helping build a trusted home care agency dedicated to excellence. If you're organized, dependable, and passionate about making a difference behind the scenes, we'd love to have you join our team.